Student Government Association

Common Transactions

The items identified below are the most common purchases made from Registered Student Organization (RSO) account. If your organization requires an item not identified and you want to know how to process the transaction, please contact Campus Life Business Operations Coordinator in advance of the purchase.

Listed below:

  • Equipment and Supplies
  • Food & Beverage Items
  • Gift Cards
  • Membership or National Dues
  • On-Campus Purchases (Inter-Departmental Invoice
  • Tshirts and Promotional Items

Equipment and Supplies

photoA Purchase Order will prevent you from having to pay for items out of pocket and wait on receiving a reimbursement. In order to purchase items with allocated SGA or RSO funds, you will need to contact the vendor from which you would like to make a purchase to ask if they accept Purchase Orders. If so, please obtain a written price quote/estimate from the vendor. Examples of items that require a Purchase Order: equipment, supplies, t-shirts, promo items, tent/equipment rental, off-campus event or room rental.

Once the Expenditure Request Form (ERF) has been submitted to Campus Life Business Operations Coordinator, they will handle all correspondence in connection with the fulfillment of the purchase. They will notify you when the order is complete and ready for pick up. Once the invoice is received, payment will be processed. Please note that many items are under the State Contract and must be obtained from specific vendors. Purchasing Services must obtain other items, especially large-scale purchases, due to their nature or cost, under the competitive bid process.

Complete sections 1 and 2 of an Expenditure Request Form (ERF), attach the quote/estimate and submit it to Campus Life Business Operations Coordinator. If you need an item by a specific date, your Purchase Order request should be submitted at least 3 weeks prior to the date that the item is required.

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Food and Beverage Items

Food Items funded by SGA - The Appropriations Committee is now authorized to provide funding for food to Registered Student Organizations (RSO) for on-campus program requests. Such funding is requested via Special Activity Funding and will be subject to the following requirements:

  • The organization must present a written statement to the Appropriations Committee detailing their plan for ensuring that the food will be a benefit to the student body rather than merely the members of the organization.
  • All purchases for food must be in accordance with the university's dining services contract unless written permission is received from the Dining Services Coordinator exempting the event.
  • Food is defined as food or non-alcoholic drink intended for human consumption.

When placing an order with Aramark, whether funded by SGA or your organization:

  • Verify your available funding with Campus Life Business Operations Coordinator and complete sections 1 and 2 of an Expenditure Request Form (ERF).
  • Ask Aramark to copy Campus Life Business Operations Coordinator when sending the price quote the Campus Life Business Operations Coordinator can provide your account number for billing purposes and route for approval.
  • Charges are billed automatically three days following your event.

Food Items funded by Registered Student Organization (RSO) - RSOs can purchase food items at restaurants (carry-out) and grocery stores for meetings or events. RSOs can also be reimbursed for a meal at a resturant (Dine In) as a result of a club social or related to a university program/workshop. Please contact Campus Life Business Operations Coordinator - subject to advance approval.

See the Reimbursements section for detailed instructions on how to process these transactions.

If you are planning an event on campus and need to place a large pizza order (over $50), you may be able to order and pay for the pizza via a purchase order. This would prevent someone from your organization having to pay out of pocket and wait on a reimbursement. Please contact Campus Life Business Operations Coordinator in advance of your event.

Alcohol - Neither allocated SGA funds nor funds raised by your RSO can be used to purchase alcohol.

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Gift Cards

  • Gift cards are a popular item used as prizes and raffles at events that are sponsored by a Registered Student Organization (RSO). You can only request a reimbursement for a gift card after it has been awarded. Please be aware that there are guidelines that must be followed in order for you or your organization to be reimbursed from your RSO account for the purchase of gift cards:
  • Gift cards cannot be purchased from establishments that serve or sell alcoholic beverages nor can a VISA/MC/AMEX gift card be purchased.
  • The original gift card receipt, a copy of the gift card (signed by the recipient), and a copy of the event flyer (if applicable) must be submitted.
  • If the purchase totals $50.00 or less, reimbursement can be obtained via petty cash. If the purchase total is more than $50.00, reimbursement can be obtained via a check.

In order to request a reimbursement, complete sections 1 and 3 of an Expenditure Request Form (ERF). Submit the form and proper documentation (see second bullet) to Campus Life Business Operations Coordinator.

All requests for a reimbursement must be submitted and completed within 30 days of the purchase date.

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Membership or National Dues

You can request a university check to pay for your Registered Student Organization (RSO) membership fees or national dues by submitting an invoice indicating the amount to be paid and address to remit payment. Also include any forms or other documentation that needs to be mailed along with the check. In order to request a university check, complete sections 1 and 3 of an Expenditure Request Form (ERF). Submit the form and proper documentation to Campus Life Business Operations Coordinator.

All check requests must be correctly submitted at least 2 weeks prior to date needed.

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On-Campus Services (Inter-Departmental Invoice)

If your organization provides a service to a department on campus or to another Registered Student Organization (RSO), please provide the following:

  • Nature of service
  • Date of service
  • Amount due for service
  • Name of department or RSO receiving the service (include contact information)

In order to request an Inter-Departmental Invoice (IDI), complete sections 1 and 2 of an Expenditure Request Form (ERF). Submit the form and proper documentation to the Business Operations Coordinator who will then generate the IDI and route for processing. Once the transaction is complete, it will be recorded on your budget transaction spreadsheet.

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T-shirts and other Promotional Items

T-shirts are a popular item used to advertise or promote your student organization. SGA does NOT provide funding for the purchase of t-shirts. However, Registered Student Organizations (RSO) fundraised money may be used for such purchases. Please be aware that there are guidelines that must be followed in order for you or your organization to purchase t-shirts via a purchase order: Provide a copy of your t-shirt design to Campus Life Business Operations Coordinator in advance and they will route for approvals. Failure to do so will result in the purchase being denied.

  • Any design that includes:
    • "UNCW (name of organization)" or the house or spirit logo requires the circle R ®.
    • Sammy, the athletic logo, and all other University verbiage require the ™.

The UNCW letters and logo are copyrighted symbols and it is illegal to use them without University permission. The t-shirts or promo items must be purchased from a licensed vendor. A list of recommended licensed vendors can be viewed under Licensing & Trademarks.

Obtain a quote/estimate from the vendor and a final copy of the t-shirt design. In order to place the order, complete sections 1 and 2 of an Expenditure Request Form (ERF). Bring these documents (quote/estimate, copy of design and ERF) to Campus Life Business Operations Coordinator so they can verify that your RSO has sufficient funds in your account and will handle all correspondence in connection with the fulfillment of the purchase. Documents will then be routed to the Director for Campus Activities & Involvement for approval and an order placed via a Purchase Order.

When the order is complete, Campus Business Operations Coordinator will notify you that the items are available for pick-up and payment will be processed. Please contact Campus Life Business Operations Coordinator if you have any questions regarding this procedure.

The RSO does have the option to place an order for t-shirts, pay out of pocket and submit a valid receipt for reimbursement. Please note, the design must be approved by the Director for Campus Activities & Involvement in advance and the RSO is responsible for confirming that sufficient funds are available in the campus account in order to process a reimbursement. Failure to follow these guidelines will result in the reimbursement being denied.

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